QA Materials Testing BPA Procedures.pdf

QA Materials Testing Blanket Purchase Agreement (BPA)

Procedures:

Before the BPA Testing Agreements can be used the following must be performed:

1) Master BPA Testing Agreements must be awarded and available to setup a BPA Order.

a. A copy of each active BPA can be found on PW at the following link/directory location:

PW QA Testing BPAs Directory or following the PW directory structure at:

CESPK-Sacramento\Documents\SPK_Team_Data\Organizations\CESPK-CD\CESPK-CDC\CESPK-CDC-Q\QA Testing BPAs\

2) The testing needs must be determined and priced using the available BPA Price Schedule; these testing needs will be for a # of tests for a specific amount of time for a project or region, etc.

This will be by Resident Engineers and/or staff and will the basis on the following procedures.

The amount of time or period of performance (POP) can be cannot exceed that set in the Master BPA. Please ensure that the BPAs evaluated are applicable for the area of testing...some maybe project specific, some are applicable for a region (i.e. the current Youngdahl BPA is for Northern California region only).

3) Once a Master BPA has been selected, check to see if Ordering Officials have been setup. If Ordering Officials (OOs) have not been setup, then the following procedure must be followed:

a. Selection: Resident Engineer will determine which credit card holder should be nominated for the role and ensure that they have completed GPC and Ethics training as well as reviewed the attached PowerPoint Presentation file including additional requirements from Contracting.

b. Nomination: The selected individual’s supervisor needs to edit the attach template word document for their office and the individual they wish to nominate, sign the memorandum nominating this individual and send this information to the Contracting Officer for the Master BPA. Certificates for completing GPC training and Ethics training must be included when sending the signed document to Contracting.

c. Appointment: If the individual nominated meets Contracting’s requirements, the Contracting Officer will appoint the OO through a Memorandum for Record (MFR) signed by the Contracting Officer.

d. Notification: The Contracting Officer will notify the lab on who is authorized as an Ordering Official.

e. Obtaining a $25,000 limit credit card: Appointed Ordering Officials will need to work with their Billing Officials (BO) and Administrating Officer of Purchase Cards (AOPC) regarding intent to obtain a credit card with a $25,000 limit solely for use paying for QA Materials testing as a part of a Master QA Materials Testing BPA.

pw:\\COE-SPKPWS01SAC.spk.ds.usace.army.mil:coe-spkpws01sac.spk.ds.usace.army.mil\Documents\SPK_Team_Data\Organizations\CESPK-CD\CESPK-CDC\CESPK-CDC-Q\QA%20Testing%20BPAs\

4) It is critical that the minimum BPA order amount be recognized. The minimum amount for an order is $2500 or as defined in the Master BPA. Orders must be setup as Military only or Civil only based on the funds that will be used to pay for the services. No mixing of funds or fund types. A specific POP (as noted above is needed).

5) Regardless of the total amount of funding for testing needed, a PR&C must be created before an order can be made.

a. For Civil Works and VA projects:

The Resident Engineer, their staff and/or the Ordering Official will coordinate with the PM for the project that the testing will be needed for to determine how much funding is available for QA Testing. The team may need to revise the amount of testing based on the funding that is available.

b. For Military projects There are two considerations for funding. If the testing is related to design, then the Resident Engineer, their staff and/or the Ordering Official will coordinate with the project PM for DDC funding for funding the PR&C (per ER 37-1-30 QA sampling is chargeable to S&A unless it's related to design then it is not) similar to that done on Civil Works and VA projects (noted above). Otherwise, the requesting team will need to get approval from a Construction Division Individual with authority to approve the use of S&A funds to move forward in the process. In either case, the team may need to revise the amount of testing based on the funding that is available as done on Civil Works and VA projects noted above.

6) Requesting the PR&C: The PM or Construction Division individual (who has authority to approve the use of funds) will need to request a PR&C be created per the following:

a. Send an email to the Construction Budget Analyst (John Walshe) with the following information requesting that a PR&C be set up:

i. Contract/Agreement #

ii. Funded Work Item (FWI)

iii. Amount ($)

iv. Title of the Action...i.e. "2AN QA Testing"

b. The Budget Analyst will take this information and put the PR&C together (as well as coordinating the approval and obligation efforts) and provide a number/DA FORM 3953 PPR&C Form for use in setting up the BPA Order. The PR&C will be made for one line item...the total amount of testing per job. This line item will be what the Credit Card holders' (the Ordering Officer’s) cards will be charging to (invoices will document what specific tests were performed but only the total amount billed will be used for the receiving report in CEFMS).

7) BPA Orders LESS THAN $25,000:

a. Create the BPA Order: Create a BPA Order by doing the following:

i. Draft a BPA Order stating the following information:

1. Today's Date

2. Dollar Amount $ of the Order (the same amount as the PR&C)

3. Period of Performance (as used when estimated needed amount of testing and dollar amount)

4. Project or Projects that this Order is good for and/or the location of the project or projects

5. Reference the master BPA Agreement number

6. To whom monthly invoices are to be sent to for the Order

7. To whom test results/reports are to be sent to for the Order

ii. The Ordering Official will send this information via email to the BPA Holder’s lab.

iii. Documentation: A copy of this information and email to the lab needs to be saved to ProjectWise at an applicable project’s PW location in the following directory: “/4.0 Construction Management/PCF-G_Quality Assurance & Quality Control/”). If a copy of the master BPA (or shortcut to its PW location) is not in this directory, please save a copy (or PW Link) at the above PW directory.

b. Requests for service

i. Once a BPA Order has been created, the Ordering Official calls the lab to schedule service (as needed) at least 48HRS in advance of the work being done.

This effort needs to be followed up with an email following the procedures below for documentation purposes. Remember, only authorized personnel (Ordering Officials) can order services.

ii. Information to provide:

1. Take the Master BPA Pricing Schedule Spreadsheet and add the quantities of tests needed for the request (see attached excel spreadsheet sheet for the Youngdahl Northern California BPA).

2. Include the date of the request and when the services are needed (with at least 48 hours of advanced notice for scheduling)

3. Include instructions on where to meet and who to meet as applicable.

4. Provide Point-of-contact (POC) information and any other instructions needed for the date services are needed for.

5. Include a reference delivery tickets provisions in paragraph 6 of the BPA

Terms and Conditions or the delivery tickets requirements can be copied into the request as a part of the request

iii. This information needs to be conveyed to the lab via phone from the Ordering Official and followed up by email from the Ordering Official as previously noted.

A copy of the Request and email to the lab needs to be saved to same location in PW that the BPA Order is located.

c. Payment (Monthly Invoices)

i. As work is performed, the BPA Holder will submit monthly invoices to the

Ordering Officials with a copy of the test results for review and approval in accordance with the terms of their BPA agreement (master agreement). If the product is acceptable, the Ordering Official will use their $25,000 limit credit card to pay for the invoiced work that has been performed. The Ordering Official will need the following information to process the transaction and document the purchase (receiving report) in additional any other document they need to document the transaction:

1. Copy of the Master BPA

2. PR&C number

3. Invoice

4. Documentation from someone with authority stating that Invoice is accurate (Approval to pay the invoice)

5. Emails documentation for each request for service from the Ordering

Official

6. Contact information for the Contractor personnel involved with Billing so that the card holder can make the purchase.

ii. Documenting the purchase in CEFMS (receiving report) is required. The total amount billed is what will be documented in CEFMS against the line item created in the PR&C. The details will be included in the pdf attachment.

iii. Tracking: Each Ordering Official will be responsible to track the amount of money left in each of their active call. BPA orders created must be reported to the Contracting Specialist (i.e. Chris Toso; KO can be cc'd) for the Master BPA Testing Agreement so that Contracting can track the total amount obligated against the total amount available.

8) BPA Orders $25,000 OR GREATER:

a. If the total cost of the draft BPA Order is $25,000 or greater, the Order Official CANNOT create the BPA order as this exceeds their level of authority. The draft BPA Order must go to Contracting to setup. Please contact the Contracting Specialist for the Master BPA Testing Agreement for specific information that will be needed.

b. Requests for service: Once Contracting has created a BPA Order, services may be requested in the same manner as noted for BPA less than the $25,000 threshold.

c. Payment: Invoices will be sent to Contracting and the Ordering official monthly and to others as setup in the BPA Order and an invoice will be sent to Millington per the terms of the Master BPA. If an invoice is approved, receiving reports will need to be created in CEFMS by the Ordering Official's staff to confirm receipt of the services and authorize payment of the invoice. These terms will be set up in each "BPA Order" for orders $25k or greater.

d. Tracking: Each Ordering Official will be responsible to track the amount of money left in each active call and for orders $25k or greater, Contracting will track the amount obligated against the total amount available on its own accord; however, communication with the Contracting Specialist as noted above is appreciated.